Supplier bank detail change process flowchart

What the supplier bank detail change process is

Requests to change a supplier's payment account are a recurring fraud risk. A plausible email, document or phone number supplied in the request is not independent evidence, even if it appears to come from a known supplier. The process must verify the request through a contact path that existed before the request arrived.

This template prevents the same person from receiving a request, changing the bank record and approving it. The master-data maker creates only a pending update. An independent checker reviews the callback evidence and change log before activation, while AP or treasury holds related payments until the change and payment review are complete.

What this flowchart covers

In this template

• Authenticated intake and a payment hold before a bank-detail change can progress.
• Independent callback verification using a known contact rather than a number or address supplied in the request.
• Maker-checker activation, fraud escalation for failed verification, and an audit trail before payment is released.

When to use this template

• You need a defensive supplier bank-change workflow for AP, procurement, master data and treasury.
• A bank-detail change has been requested by email and you need controls that do not rely on that same communication channel.
• You are addressing a payment-fraud finding or documenting a control for internal audit.

How it works

1. Use trusted contact data

   Keep the trusted supplier contact source separate from the change request and require a callback or other independent verification.

2. Hold payments during verification

   Place affected payments on hold and document the reason, so urgency cannot override an unresolved verification concern.

3. Enforce maker-checker activation

   Let the maker prepare a pending change only. A separate checker reviews the evidence and approves activation before the hold is released.

Frequently asked questions

How should a supplier bank-detail change be verified?

Verify it through an independent trusted contact path, such as a callback to a number already held in approved master data. Do not use a phone number, link or address supplied in the change request itself.

Why place a payment hold on a supplier?

A hold prevents a payment from being redirected while the bank-detail request is being verified. The hold should be controlled and released only after the evidence and payment context are reviewed.

What is maker-checker control?

Maker-checker control separates the person who prepares a master-data change from the person who reviews and approves it. It prevents a single user from creating and activating a payment destination without independent review.